Login instructions for C3PO can be found HERE
Vendors typically represent companies that often necessitate a formal contract and submit invoices to the festival. On the other hand, Payees refer to individuals or entities, such as credit cards, who are eligible for reimbursement after they have incurred expenses. It's crucial to include both vendors and payees in the system before initiating an expense request on their behalf. This ensures that the financial transactions and records are accurately maintained within the system.
Instructions for adding a Payee to a project can be found HERE
Adding Vendors to Projects
To add a new vendor to the system, follow these steps:
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Access the "Create" dropdown button located at the top left-hand corner.
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Choose "Create Vendor" from the options provided.
When you initiate the process of creating a vendor, you'll be presented with the following options:
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Create a Vendor from Scratch:
- Use this option when the vendor is specific to a single show. You will provide all the necessary details for this vendor individually.
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Use a Vendor Template:
- This option is reserved for vendors that will be utilized at multiple shows. If you plan to use the same vendor for various events and need a vendor template established, please contact Event Systems at c3po@c3presents.com.
Select the option that best suits your requirements for adding a vendor to the system.
To set up the vendor information for the Contracts Department, ensure the following details are filled out:
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Vendor Name: Enter the name of the vendor.
- Description of Services: What service is the vendor providing for the show?
- Business Address: Vendors location of business.
- Is this Vendor a Minority or Women-owned business?: This question must be answered to continue.
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Contact Name: Specify the name of the contact person within the vendor company.
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Contract Signatory: Identify the person who will sign the final contract on the vendor's behalf.
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Estimated Contract Amount: Indicate the estimated contract amount.
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Is this the Estimated or Actual Contract Amount?: Select from the dropdown whether this is the estimated or actual contract amount.
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Contract Payment Terms: Describe the terms of payment for the contract. For example, "50% deposit paid before the festival, remainder to be paid net 30 after the festival."
Once you've completed all of these details, click "Create Vendor" to save the vendor information in the system.
Upon clicking "Create Vendor," the Vendor View will appear, and from this screen, you have the option to request a contract.
Congratulations, you have successfully added a vendor to the project!
Adding Vendors from Vendor Templates
Choose Vendor Template on the create vendor window. Select your vendor from the list of vendor templates.
Once you select your vendor click Create Vendor. The Vendor view will then pop up and as stated above you can request a contract from the vendor view screen.
Instructions submitting an Expense and Requesting Payment can be found HERE
My question is not answered here. What do I do now?
If you are experiencing a technical issue, email a summary of your issue to Event Systems at c3po@c3presents.com.